Inbound scheduling
Answering scheduling calls and messages and booking against your templates and rules.
Patient scheduling support
Patient scheduling that answers the phone in English and Spanish.
A dedicated bilingual team in Colombia books, confirms and reschedules appointments, sends reminders and works your waitlist inside your scheduling system, on your business hours. Your staff keep the clinical questions and the scheduling rules.
Medical practices · Specialty clinics · Multi-site groups
You
- Scheduling rules and templates
- Clinical triage
- Exceptions to policy
- Patient complaints
Optimus
- Inbound scheduling calls
- Reminders and confirmations
- Rescheduling and cancellations
- Waitlist outreach
- Recall outreach
Non-clinical work only, inside your approved systems.
What a scheduling team can handle.
Reminders and confirmations
Calls and messages that confirm upcoming visits and reduce no-shows.
Rescheduling
Moving appointments when providers or patients change plans, and filling the freed slots.
Waitlist and recall
Outreach to patients due for follow-up or waiting for an earlier slot.
Intake follow-up
Collecting missing demographic and insurance information before the visit.
Non-clinical triage
Routing calls that need a nurse, a provider or billing to the right person.
The team runs the calendar. Your staff set the rules.
| Optimus can execute | Your team retains |
|---|---|
| Booking within your templates | Scheduling rules and provider templates |
| Reminders and confirmations | Clinical triage and urgency decisions |
| Rescheduling and waitlist outreach | Exceptions to scheduling policy |
| Collecting intake information | Billing and financial decisions |
| Routing calls to the right person | Complaints and patient-relations issues |
Documented practices, stated precisely.
Non-clinical work only
The team supports the administrative process. Clinical judgment and care decisions stay with licensed staff.
Your systems
Work happens inside client-approved systems and payer portals. Optimus systems are not the primary storage location for patient data.
Training and confidentiality
Personnel receive internal HIPAA training and sign confidentiality agreements. Remote-work security requirements are established.
Business Associate Agreement
Optimus is willing to sign a BAA for applicable engagements. Optimus does not currently hold independent healthcare-compliance certifications or third-party audits.
Frequently asked questions
Scope, coverage hours and pricing are confirmed in your proposal.
Can patient scheduling be outsourced?
Yes. Scheduling, reminders, rescheduling, waitlist and recall outreach are recurring, rule-based work that a dedicated team can run inside your scheduling system, while your staff keep the rules, clinical triage and exceptions.
Is the team bilingual?
Yes. Optimus teams work in English and Spanish, which helps practices with Spanish-speaking patients.
Does the team give medical advice?
No. The work is non-clinical. Calls that need clinical judgment are routed to your nurses or providers according to your rules.
Will Optimus sign a BAA?
Optimus is willing to sign a Business Associate Agreement for applicable engagements. Optimus does not currently hold independent healthcare-compliance certifications or third-party compliance audits.
What hours does the team cover?
North American business-hour schedules aligned with Eastern, Central or Pacific time. Extended hours are scoped separately.
Bring us the scheduling queue.
Show us how appointments are booked, confirmed and rescheduled today. We will map the rules, the systems and the handoffs to your staff, and tell you what a dedicated team can take on.